AECOM is seeking a highly qualified Project Controls – Senior Document Controller who will support projects throughout the Boston area by managing, organizing, tracking, distributing, and maintaining project documentation throughout the project lifecycle. This position will help ensure that project records are accurate, current, securely maintained, and readily accessible to authorized team members. The successful candidate must possess excellent organizational, communication, and relationship-building skills and be capable of working independently and collaboratively in a fast-paced, client-focused environment. The Document Controls Specialist will coordinate closely with project managers, project controls personnel, design teams, contractors, consultants, and client representatives to maintain effective document control processes and support compliance with project requirements.
Responsibilities include:
- Establish, implement, and maintain document control procedures, create Standard Operating Procedures (SOPs), workflows, filing structures, naming conventions, and revision-control standards.
- Manage project documentation and document-review workflows within the designated Project Management Information System (PMIS).
- Receive, review, log, distribute, track, retrieve, and archive project documentation, including:
- Requests for Information (RFIs)
- Submittals and shop drawings
- Transmittals
- Design drawings and specifications
- Technical reports
- Meeting minutes and correspondence
- Change management documentation
- Contracts and amendments
- Permits and regulatory documentation
- Inspection reports and field records
- Closeout documents, warranties, and operations and maintenance manuals
- Verify that documents are complete, properly formatted, accurately numbered, and submitted in accordance with established procedures.
- Maintain document revision histories and ensure that superseded documents are appropriately identified and archived.
- Monitor document-review workflows and follow up with responsible parties to support timely responses and approvals.
- Distribute approved documents to authorized project participants and confirm that teams are working from the most current versions.
- Perform routine quality-control reviews and audits of project records to identify missing, duplicate, outdated, or incorrectly filed documents.
- Produce weekly and monthly document control reports, including logs of overdue submissions, outstanding reviews, and workflow status.
- Support the development and monitoring of document control key performance indicators and dashboards.
- Assist project personnel with document retrieval, system navigation, workflow requirements, and document control procedures.
- Provide onboarding and system training to project team members, consultants, and contractors, as required.
- Coordinate with project leadership to maintain user access, permissions, distribution groups, and confidentiality requirements.
- Participate in project meetings and provide updates regarding document status, outstanding reviews, overdue items, and other document control concerns.
- Recommend process improvements to strengthen document quality, consistency, traceability, and accessibility.